This is a guide for setting up the import of Sales orders from Ecwid to Katana via Zapier. You can use a similar approach for importing Sales orders to Katana from other apps available on Zapier.

If you want to learn more about Zapier, check our Zapier integration overview.

To start importing Sales orders from Ecwid to Katana:

1. In your Zapier account, create a new Zap.

2. Enter a name for the Zap.

3. Choose a trigger:

- Find and select "Ecwid".

- Select a Trigger event: "New order". This will start the Zap every time a new order is created in Ecwid. You can configure the payment or fulfillment status of the order later to control when the import is triggered.

- Choose your Ecwid account and log in.

- You can customize the import to be triggered at a certain payment and fulfillment status. In this example, we are selecting “Paid” for Payment status and leaving the fulfillment status filter empty. This means that only paid orders are imported, regardless of the fulfillment status.

You can then test the trigger and continue.

4. Choose an action to find or create a customer:

- Find and select "Katana".

- Select an Action Event: we recommend selecting "Find customer" as the first action. This will enable you to match customers in Ecwid to your customers in Katana and avoid creating duplicates.

- Choose your Katana account and log in.

- Select a "Search By" field. This is a field in Katana that is used for matching the customer from the order. This is typically a unique identifier for the customer and we are going to use the e-mail address in this case.

- Select a Search Term. We are going to select "Email" from Ecwid, which is the only available customer email field.

- If you wish to create new customers in Katana if a matching e-mail does not already exist, enable "Create Katana MRP Customer if it doesn't exist yet". Then map the fields from Ecwid to respective fields in Katana.

You can now test the action and continue.

5. Create an action to create a sales order:

- Click on the "+" button at the end of your workflow.

- Find and select "Katana".

- Select an Action Event: "Create Sales Order".

- Choose your Katana account and log in.

- To fill in the “Customer ID”, go to "Custom", then “2. Find or Create Customer in Katana MRP” and select "ID" from the Katana section. This ID is not visible in the Katana user interface, but we recommend using it as a Customer ID in the Zap as it is a unique identifier.

Important! Zapier expects Katana Customer ID to be inserted here. Katana ID was matched or created in the previous step “Find or Create Customer”.

- As an Order Number, choose an appropriate identifier from Ecwid fields. We recommend using "Order Number" paired with the keyword “ECWID-“. This will generate orders “ECWID-1”, ”ECWID-2”, etc., which will help you to easily identify Ecwid orders in Katana.

- Choose a Katana Location to which you wish to send all sales orders from Ecwid with this Zap. Clicking on the Location field will display the list of all existing Locations on your chosen Katana account.

- Choose “Created Date”. Choose a field from Ecwid which indicates the creation date of the sales order.

- Choose “Delivery Date”. There is no delivery date field available in Ecwid. You can leave it empty and let Katana calculate it based on your default delivery settings or create your own calculation based on “Created Date”.

- Choose the “Items Sku”, “Items Quantity”, and “Items Price Without Tax” columns from Ecwid to respective fields in Zapier.

Important! The Variant SKU for an item on a Sales Order line must already exist in Katana. If the Variant SKU does not yet exist in Katana, then the sales order (line) will not be imported to Katana. New items cannot be created in Katana via Zapier.

- Choose a Tax Rate ID. You cannot map a Tax Rate from Ecwid to a Tax rate in Katana at a sales order or sales order line item level (if you have taxes enabled for your product). All sales orders and line items will be assigned the same chosen tax rate (from the list that includes all existing tax rates in Katana).

Continue and test the action.

Your Zap for importing Sales orders from Ecwid to Katana is now ready for turning on!